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Road & Trail Race Director MEMBERSHIPS 

Athletics Ontario Memberships are registered through Athletics Canada’s membership registration system AthleticsREG - and separated into two memberships for Race Directors:

  1. Athletics Ontario (Insured) Race Organization Member: For race directors requiring Athletics Ontario insurance for their events and participants

  2. Athletics Ontario (Non-Insured) Race Organization Member: For race directors who want official affiliation with Athletics Ontario but do not require insurance (have their own) but seek sanctioning

Nighttime marathon runners

2025 & 2026 Costs 

ATHLETICS ONTARIO RACE ORGANIZATION FEE STRUCTURE ​

TIER 1

0 - *199 Participants

$200 + 13% HST = $226.00

TIER 2

200 - *499 Participants

$400 + 13% HST = $452.00

TIER 3

500 - *999 Participants

$800 + 13% HST = $904.00

TIER 4

*1000+ Participants

$1,200+ 13% HST = $1,356.00

*NOTE:

  • A charge $0.70 per participant over the participant tier max per year for AO day memberships, are tracked throughout the year and invoiced in December.

  • The participants per year under the participant tier max is included in the yearly Race Organization membership fee.


ATHLETICS ONTARIO RACE ORGANIZATION MEMBERSHIP BENEFITS

  • Event Insurance Coverage: General Liability, and Accident Death and Dismemberment for members and/or day members.

  • Support: Provincial sport governing body support within municipalities as needed.

  • Run Clubs, Running Group Coverage: Your organization and all participants have insurance coverage under your policy so long as your participants are also AO members (day member fee below for Events only); and Group Run Safety Guidelines are followed.

  • Professionalism: Demonstration of professionalism as a Race Director.

  • Promotion: Enhanced event promotion through exposure on Athletics Ontario website and social media platforms, and at least one feature in weekly newsletter around the time of your event.

  • Discounts: 25% discount to Annual Race Director Summit.

  • Event Sanction Fee: Sanction application fee of $75.00 is waived for all annual races within your Affiliate membership (pending Race Sanction Application approval).


INSURANCE INFORMATION
Comprehensive insurance coverage for all of your events and activities including but not limited to: road/trail races, associated activities and events, and training groups (Insurance details can be found here); all Athletics Ontario Sanctioned road and trail events under each Athletics Ontario Race Organization.  


DIRECTOR & OFFICERS LIABILITY INSURANCE

  • If Directors and Officers Liability insurance is required (for Not-for-Profit Organizations with a Board of Directors), you must take out an Athletics Ontario ASSOCIATE Membership, obtain an annual police record check ,and complete NCCP Safe Sport module as outlined below:

    • Athletics Ontario ASSOCIATE Membership 

    • ASSOCIATE REQUIREMENTS:

      • Criminal Background Check - submission options:

        • Submit your own Background Criminal Record Check to office@athleticsontario.ca.

        • Submit at time of Associate Membership registration via Sterling Backchek. Athletics Ontario is pleased to offer a fast, convenient, and credible online method to request and obtain your police record check electronically, at the the time of registration, or upon expiration of your previously submitted police check. The type of check provided is a Criminal Record and Judicial Matters Check (CRJMC). 

      • NCCP Safe Sport – This module must be completed and valid. To register for this FREE online module, please visit https://thelocker.coach.ca/onlinelearning#SS

Race Sanctioning

  • The use of the Athletics Ontario Sanction logo on your race website and marketing materials indicates to your participants that your event successfully meets the AO Sanction Criteria and that your agree to abide by the corresponding safety standards. Upon completion of an AO Sanction Application and approval, you will receive a 2025 Sanction logo.

  • The sanction logo is valid ONLY for the year of the sanction application.

  • The cost for an Athletics Ontario Road & Trail Sanction is $75 per year (this fee is waived for Registered 2025 Athletics Ontario Race Organizations and Clubs).

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*Please note the addition of the AO Extreme Environment Guidelines in the Sanction Criteria.

 

**APPLY EARLY** Sanction applications can take up to 4 weeks to process. 

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EVENT Insurance

All road and trail running races / events that require insurance coverage under Athletics Ontario's Insurance Program:

 

PLEASE NOTE: Insurance Certificates can take up to 3 weeks to process; please apply with ample time before your event. Last minute requests are not guaranteed to be issued.

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RACE DIRECTORS

EVENT SANCTIONING & INSURANCE

STEP 1: Register for Athletics Ontario (Insured) Race Organization Membership 

  • *NOTE* We have simplified the 2026 Race Organization application!

    • All Race Directors "renewing" Race Organizations for the 2026 year whether you were registered in 2025 or not please "START A NEW APPLICATION" 

  • Only annually registered AO Race Organization's events are covered under the AO Insurance policy

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STEP 2: Apply for an AO Sanction by filling out the Sanction Application 

  • Sanction Application fees are waived for Race Organization members

  • AO Sanctioned must abide by the AO Sanction Criteria

STEP 3: Apply for an Insurance Certificate - Certificate of Insurance Form

PLEASE NOTE:

  • Step-by-step instructions for applying for an Insurance Certificate can be found HERE

    • A Sanction Application must be submitted and approved prior to approving Insurance Certificate requests.

    • Amendments to your insurance applications are time-sensitive. Please complete all applications above as early as possible.

  • Sanctioning differs from Athletics Canada Certification (Course Accuracy)

    • As of 2025, it is now a requirement that Athletics Canada Certified courses must also hold a valid Athletics Ontario Sanction each year

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STEP 4: Post Race Submissions

  • RESULTS must be submitted to Athletics Canada (results@athletics.ca) for Athletics Canada Certified Courses , and to Athletics Ontario (sherylpreston@athleticsontario.ca) to review - with the following format. This is necessary in order for results can show up in Athletics Canada National Rankings

    • ​EVENT | PLACE | LAST NAME | FIRST NAME | YOB | CITY | PROVINCE| DISTANCE | GUN TIME | DIV| DIVPLACE| SEX | SEX | PLACE | CHIP TIME

  • PARTICIPANT LISTS must be submitted to Athletics Ontario (roadtrail@athleticsontario.ca) for insurance purposes directly after the conclusion of the event

    • This list should be inclusive of Name, Date of Birth, city and email address for all participants that started the event.

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ATHLETICS CANADA COURSE CERTIFICATION

  1. Check out the Athletics Canada Certified Courses List.

  2. Looking to get your race certified? Check here.

  3. AC Certification - Manuals & Forms

 

For events that are Athletics Canada Certified. CVS/Excel spreadsheets must be submitted to results@athletics.ca for rankings purposes directly after the event.

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Race Director Summit
January 24, 2026

On January 24, 2026, Athletics Ontario will welcome race directors and key influencers from our running community to collaborate on best practices in event hosting, marketing, management, safety, and execution at the 9th Annual National Race Director Summit, presented by Race Roster. This welcoming and inclusive event invites all race and event organizers to join.

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Hosted at the beautiful Centennial College Event Centre the summit will feature delicious food and a spacious, comfortable setting designed to encourage collaboration and knowledge sharing. A virtual option will also be available for those unable to attend in person. As always, the day will conclude with a social cocktail hour!

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